Intership report study on seafarer recruitment process at nhat viet marine joint stock company

- VIETNAM MARITIME UNIVERSITY INTERNATIONAL SCHOOL OF EDUCATION INTERSHIP REPORT STUDY ON SEAFARER RECRUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Student: Trần Thanh Tiến Student ID: 80025 Class: GMA09 Haiphong, October 30st 2022 VIETNAM MARITIME UNIVERSITY INTERNATIONAL SCHOOL OF EDUCATION INTERSHIP REPORT STUDY ON SEAFARER RECRUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY STUDENT: Trần Thanh Tiến STUDENT ID: 80025 CLASS: GMA09 Supervisor: Hoang Thi Lich Division: Global studies and Maritime Affair Faculty: Economics Haiphong, October 30st 2022 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY AUTHOR’S DECLARATION I, the undersigned Tran Thanh Tien hereby declare that I am the sole author of this report: Study on the process recuitment seafarer in nhat viet joint stock company This report contains no material previously published by any other person except where due acknowledgement has been made This report contains no material which has been accepted as part of the requirements of any other academic degree or nondegree program, in English or in any other language All data used in the report is obtained from the company where my internship is taken place with their permission This is a true copy of the report, including final revisions Date: ……………………………October 30st 2022……………………………… Student’s name……………….Tran Thanh Tien…………….…… Signature: …………………………………………………………………………… Supervisor: …………… Hoang Thi Lich…………… Signature: …………………………………………………………………………… Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY PREFACE With the current development of the country's economy, shipping is an industry that plays a significant role A country with a developed shipping industry will be a dominant country In addition to creating an initiative in foreign economic relations, shipping also increases foreign currency revenue through the development of the transport network In addition, shipping also promotes the import-export process, creating a driving force to promote the development of production relations Especially for Vietnam, with more than 3200 km of long coastline and many bays, shipping plays a key role in the national transport network Along with this transport industry, it is equally important to manage train operations Along with the rapid development of the world economy, people's living standards are increasingly improved, leading to an increase in demand for goods transportation as well as travel Faced with that situation, it requires the maritime service industry to constantly innovate, develop and perfect in all aspects: size, organization, supply, types of vehicles, human resources to meet the increasing demand better than market demand During my professional internship at NHAT VIET MARINE SERVICE JOINT STOCK COMPANY, with the dedicated guidance of teachers and esteemed company, I had the opportunity to learn more about the organizational structure, functions, tasks, fields of operation as well as the situation of production and business activities of the company Through this report, I have presented the basics of the company But there is no inevitable shortcomings in the report, I respectfully expect the comments from the teachers and the company team Signature of student Trần Thanh Tiến Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Table of Contents LIST OF FIGURES CHAPTER INTRODUCTION OF NHAT VIET MARINE JOINT STOCK COMPANY 1.1 General information 1.2 Organizational structure 1.3 Facilities and equipment 1.4 Business activities 1.5 Orientation and Future plans CHAPTER RECRUITMENT SEAFARER PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 2.1 Regulations on crew recruitment in Nhat Viet Marine Joint Stock Company 2.2 Process of recruitment seafarer 10 2.2.1 Recruitment notice 10 2.2.2 Receipt of applications from candidates 11 2.2.3 Interview and examination 12 2.2.4 Hiring Decision 13 CHAPTER CONCLUSIONS 18 3.1 Conclusion on study on procedure of seafarer recruitment in Nhat Viet Marine Joint Stock Company .18 3.1.1 Evaluation 18 3.1.2 Recommendation .19 3.2 Conclusion on Internship 19 REFERENCE 21 APPENDICES 22 Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY LIST OF FIGURES Figure Figure Figure Figure Figure Figure Figure Figure Logo of Nhat Viet Marine Joint Stock Company Organizational structure of the company Procedure of seafarer recruitment of Nhat Viet Marine Joint Stock Company Certificate of professional training List of required certificates of seafarers Test and interview results evaluation form Seafarer Employment Agreement (SEA) Seafarer record sheet Tran Thanh Tien-80025 Page 10 11 12 13 15 17 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY CHAPTER INTRODUCTION OF NHAT VIET MARINE JOINT STOCK COMPANY 1.1 General Information • Legal name: Nhat Viet Marine Joint Stock Company • Legal form: Joint stock company • Industry: Maritime Service • Address: Lung Dong street, Hai An district, Hai Phong • Certificate of business registration number: 0202050860, issued by Haiphong Authority for Planning and Investment • Tel: (84) 904 766 229 • Email: nhatvietmarine@gmail.com • Company Logo: Figure 1: Logo of Nhat Viet Marine Joint Stock Company (Source: nhatvietjsc.com) Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 1.2 Organizational structure 1.2.1 Organizational structure General Meeting of Shareholders Board of Directors General Manager Business personnel department Financial Department Extraction division The Ship Management Department Figure 2: Organizational structure of the company ( Source: author edit) 1.2.2 Leadership at Nhat Viet Marine Joint Stock Company General Meeting of Shareholders: Is the highest authority of the Company, having the right to decide on matters falling within the duties and powers prescribed by the Law and the Company's Charter Board of Directors: Is the governing body of the Company, has full power on behalf of the Company to decide on issues related to the purposes and interests of the Company, except for matters falling under the authority of the General Meeting of Shareholders The Board of Directors regularly supervises business activities, internal control activities and risk management activities of the Company The Board of Directors is elected by the General Meeting of Shareholders General Manager: Is the person who runs the company's day-to-day business; under the supervision of the Board of Directors and is appointed, dismissed by the Board of Directors; Take responsibility before the Board of Directors of the company and before the law for the implementation of the rights and obligations assigned during the term Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 1.2.3 Functions of Departments Financial Department: Advise General Manager on financial management, economic accounting, and accounting in the whole company Manage and control the payment and accounting procedures to help the company achieve its financial targets Business personnel department: Acting as a consulting room for the director on building business strategies, managing and organizing the implementation of domestic and foreign economic contracts Check and consider all contracts, legal documents and papers submitted to the Director for signing, organize the implementation and liquidation of signed contracts Sign documents with the nature of dealing with the case, actively handle all daily tasks of the department's business and report to the director on the work results Extraction division: has the function of advising and assisting the Director of the company in performing the following tasks: Managing and operating the fleet, building and implementing investment and fleet development plans, performing legal work maritime safety, ship safety and security management The Ship Management Department: is responsible for actively coordinating with other departments, branches, and means of transport of the Company in their activities to meet the Company's work requirements 1.3 Facilities and equipment With each step is developing continuously The company is on the way to complete and develop in terms of facilities and equipment With a relatively young age, it's still quite limited in that regard Human resources are limited, the equipment base is still limited, but the employees are always dedicated and talented in the field of the industry The company consists of the office in APOLLO tower and computers, copier, printer 1.4 Business activities With many years of practical experience in managing fleets operating on international routes, Nhat Viet Marine Services Joint Stock Company is always ready to provide marine services with perfect quality and competitive prices Services of Nhat Viet include: 1.4.1 Service Management  Consulting on building the Safety - Security management system for the new company Amending, supplementing, evaluating and deploying the safety and security management system for new ships Maintain management of Safety - Security of the Company and the ship  Crew management 1.4.2 Service Supply Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY  Supply of crew members  Supplying spare parts, materials and marine equipment 1.4.3 Agent Service  Deploying authorized agents, representatives of domestic and foreign equipment manufacturers in Hai Phong - Vietnam  Authorized agent, representative of marine companies in Hai Phong area 1.4.4 Marine inspection service  Inspection of the purchase and sale of ships 1.4.5 Buying and selling ships  Service of posting ship buying and selling services on muabantau.com  Service of consignment for purchase and sale of ships  Support to buy, sell, rent and lease ships  Buying and selling boats 1.4.6 Cargo transportation  Operating ships operating on domestic and international routes 1.5 Orientation and future plans 1.5.1 Orientation Nhat Viet Marine Services Joint Stock Company with the development orientation is: "Vietnam's leading maritime and shipping service unit" Nhat Viet aims to become one of the leading companies in the North by 2025 with a diversified service system, rich infrastructure resources and modern equipment, a wide network in many provinces and a team of dedicated staff extremely professional staff 1.5.2 Future plans The Board of Directors and all employees of Nhat Viet Marine Services Joint Stock Company set themselves the mission to contribute to improving the quality of maritime services in all aspects of products and services, personnel and above all is the customer service method, determining customer satisfaction is the most important goal During its operation, Nhat Viet wishes to contribute values to the community, create jobs for employees, and improve the quality of life Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY CHAPTER RECRUITMENT SEAFARER PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 2.1 Regulations on seafarer recruitment in Nhat Viet Marine Joint Stock Company 2.1.1 seafarer recruitment concept Recruitment seafarer is the procedure of selecting candidates who match the standards of each vacant job to arrange and dispatch to the company's ship operation line 2.1.2 Purpose and meaning of seafarer recruitment Recruiting seafarer members to supplement employees according to the Company's annual and long-term employment plan, especially during the Covid-19 period Gradually create a source of high-quality members to meet the needs of sustainable development and expansion of the Company's fleet in the period of industrialization and modernization of the country 2.1.3 Scope of seafarer recruitment This procedure is implemented at all levels of the Company, both on shipboard and in the office 2.1.4 Principles of seafarer recruitment Recruiting seafarer members must ensure immediate and long-term needs in resource planning, serving the company's development goals and strategies Recruiting seafarer members is done openly and ensures the selection of candidates with all the conditions and criteria set forth Tran Thanh Tien-80025 Page STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 2.2 Process of recruitment seafarer Procedure of seafarer recruitment consists of main steps: Recruitment notice Receipt of applications from candidates Interview and examination Hiring Decision Figure Procedure of crew recruitment of Nhat Viet Marine Joint Stock Company (Source: author edit) 2.2.1 Recruitment notice When there is a ship that needs seafarers according to the change deadline The company will make announcements through communication channels such as network, TV, or social networking platforms The company will leave the contact information of the person in charge of recruitment on it so that the candidates can easily contact to access the job 2.2.2 Receipt of applications from candidates * Job application requirements - Candidates: • Titles as captain, chief engineer and other officer titles: Must have full ethical and political standards as prescribed by the State, priority is given to graduating from a maritime university, having full degrees and certificates and a foreign language level suitable for the title, good health, and age for the captain and chief engineer not exceeding 45 years old (in special cases, it may be over 45 years old); First officer, first engineer not over 42 years old; Second officer, second engineer Tran Thanh Tien-80025 Page 10 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY not over 39 years old; Third officer, third engine is not more than 36 years old, loves his job and has a good sense of labor discipline • The remaining crew members: Graduated from maritime schools, not older than 30 years old (long-term university), not more than 27 years old (high school), in good health, with all relevant qualifications and certificates with title and job love, long-term regular university graduation is preferred - Job application • Job application form in the appropriate form • Curriculum vitae certified by the agency, unit or local government where the employee is working or residing according to the prescribed form • Diplomas, certificates of vocational education and other documents related to the profession • Certifications according to IMO standards and the STCW (Standards of Training, Certification and Watch keeping for Seafarers) Convention • Passport • Crew number (if any) For fresh graduates, the Company will carry out the above procedures and documents for the crew members if they not have them yet • Medical examination certificate issued by the General Clinic, issued by the Company, within months and according to the prescribed form All of the above documents will be checked and evaluated by the designated personnel department staff to see if the candidates are eligible Tran Thanh Tien-80025 Page 11 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Figure 4: Certificate of professional training ( Source: Nhat Viet JSC) Figure 5: List of required certificates of seafarers ( Source: Nhat Viet JSC ) After receiving candidate profiles for each position, the company will conduct research into the lives of potential customers by reviewing job applications and conducting background checks to weed out unsuitable people Then contact people suitable for the job to interview directly at the company 2.2.3 Examining and interviewing The company will provide an English proficiency test, a quiz, and an interview to assess your ability to grasp the Convention, the working procedure at sea depending on each person's title, and your capacity to handle circumstances The designated officer in charge of delivering the test will assign this test and interview depending on the sample of the company and the department to which the candidate applies Tran Thanh Tien-80025 Page 12 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Figure Test and interview results evaluation form (Source: NHAT VIET MARINE Personnel Department) After clearing this portion of the interview and examination, the candidate will be re-examined to confirm that they fit the requirements for seafarers, which include height of 1.50 m, weight of 50 kg, age of 18 to 45 years old, and no history of cardiovascular or neurological problems New employees will be introduced to the Head of Department and other coworkers after being welcomed to the organization The department head will oversee the work and introduce new employees to the unit as well as the company's policies and procedures Tran Thanh Tien-80025 Page 13 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 2.2.4 Hiring Decision *Seafarers’ Employment Agreement (SEA) This Labor Contract is made in English and Vietnamese versions with the same value This contract shall be sent to the crews before signing to make sure that they will have enough time to read and consider all the conditions in the contract This contract, at least, maintains those contents:  Job description of each crew  Disembarkation and repatriation arrangement after the voyage or completion of working date  Wage and other payment arrangement  Means of receiving payment, by which all payments shall be transferred to family, dependents or other legal beneficiary  Regulations about payment  Annual leave consideration  Benefit of seafarers in terms of medical treatment and social insurance  Procedure of contract determination, working conditions and repatriation  Company’s policy and provisions regarding shore leave when vessel at anchor or alongside  Company ensures regular checking of new regulations issued by the Government of the Social Republic of Vietnam to verify that all payments for seafarers to be satisfied or exceed the base salary A copy of the Collective Bargaining Agreement (CBA) in both English and Vietnamese, stored on board at the dining room of the officers and crew to ensure that everyone is accessible A Copy of Financial Security Insurance Certificate and certificate of insurance or other financial security in respect of ship owner’s liabilities still validated stored on board and posted at the dining room of the officers and crew to ensure that everyone is accessible A sample SEA is always available on board showing how to calculate salaries for Seafarers Master is responsible for providing each new crew a sample of SEA This Sample SEA is displayed in publicity: dining-room of officers and crews to make sure all people can approach Seafarer’s employment agreement shall continue to have effect while a seafarer is held captive as a result of acts of piracy or armed robbery against ships, regardless of whether the date fixed for its expiry has passed or either party has given notice to suspend or terminate it The labor contract is made into copies, one is kept by the labor and one is stored in the Manage of Personnel Department.Master or Manager PersonnelDepartment signs for verification of the sign-on and sign-off date in the seamen’s book Tran Thanh Tien-80025 Page 14 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Tran Thanh Tien-80025 Page 15 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Figure 7: Seafarer Employment Agreement (SEA) (Source: NHAT VIET MARINE Personnel Department) *Necessary documents for seafarers to work on board After being hired, crew members must prepare all of the documentation and credentials required by the company in order to board: • Passport • Crew book: The management business will offer a crew book to each crew member If you are a new customer, the company will issue you a new license • Certificate of Professional Ability: This certificate is issued by the Vietnam Maritime Administration, the Maritime Sub-Department, or the Port Authority This certification is intended to allow seafarers to work in the jobs described in this Circular, as well as other applicable regulations of Vietnamese legislation and the STCW Convention If the seafarer's working age is less than full 05 years, the certificate is valid for years from the date of issue; the validity duration of the certificate is comparable to the remaining working age of the seafarer in compliance with labor law standards • Certificate of Basic Professional Training (IMO): Seafarers receive this certificate after completing a basic professional training program in lifesaving techniques, fire prevention and suppression, basic first aid, life safety and social responsibility, and ship security awareness in accordance with STCW Convention regulations The certificate will be issued by the training institution where the seafarer completed the program If the seafarer's working age is less than full 05 years, the certificate of employment is valid for years from the date of issue; the validity duration of the certificate of employment is comparable to the remaining working age of the seafarer as provided by Labor law • A sense of security • Specific security duties: granted to seafarers who have completed a course on specific ship security tasks by a training institution If the seafarer's working age is less than full 05 years, the certificate of validity is valid for years from the date of issue; the expiry date of the certificate of validity corresponds to the remaining working age of the seafarer in line with Labor Law (Professional Training Certificate) • Health certificate: Please see the application form for further information • Swimming: Instruction and awards at the institution where candidates are enrolled Tran Thanh Tien-80025 Page 16 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY The organization will retrain successful candidates who have recently graduated from the beginning to assist them better adapt to their employment, whether on land or at sea Tran Thanh Tien-80025 Page 17 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY Figure Seafarer record sheet (Source: Nhat Viet JSC) Tran Thanh Tien-80025 Page 18 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY CHAPTER CONCLUSIONS 3.1 Conclusion on study on procedure of seafarer recruitment in Nhat Viet Marine Joint Stock Company 3.1.1 Evaluation 3.1.1.1 The benefits of seafarer recruitment  Labor export has been determined by the Party and the State to be important in employment policies, poverty reduction, improvement and improvement of people's living standards seafarer members not only create jobs, income for seafarers, increase foreign currency earnings for the State, but also contribute greatly to improving the quality of the Vietnamese crew  Although it is a new company, it has made significant strides in the marine service industry The number of crew members recruited and supplied throughout the ship is very high meet the huge demand for personnel on board both domestic and offshore ships ship distribution system diversified, many types and models scientifically and logically arranged The area of operation is not only in Hai Phong but also in other areas by the sea  Professional service attitude, investment and methodical Staff are willing to help in any case know how to seize the opportunity to promote development 3.1.1.2 The limitations of seafarer recruitment  Facilities are still limited, human resources are still lacking, so it is not possible to set up full departments like other companies  There is a big difference in quality among the crew members themselves, the difference is not only reflected in the level of professional training but also in skills, consciousness and working attitude  There has been no stability in the crew members in the export crew  Seafarer members' quality has not yet met the development requirements: Seafarer members are not fully equipped with the necessary skills and knowledge for the position they undertake on board  The current maritime training and coaching is not appropriate, the training quality is limited, does not really meet the requirements of foreign shipowners, has not kept up with the qualifications of countries in the region, the advanced countries and changes in international integration and globalization trends  Support machinery, equipment is still very old, so the work progress is sometimes still slow  The range of activities is long but still not considered a priority for customers because there are other companies that are better Tran Thanh Tien-80025 Page 19 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY 3.1.2 Recommendation  Quickly complete, upgrade and renew facilities to suit future developments conditions  For competitor, thay need to strive to meet the stringent needs of new partners, maintain performance and quality of service to build credibility with customer  Need to expand the size of the company, recruit many employees, quickly to be able to reduce too much work burden for current departments  Skills / Qualities: Provide skills / qualities that are close to the requirements of the job you are applying for, emphasizing basic / outstanding skills / qualities  Try to demonstrate your understanding of the seafarer recruiter, the position and how you can handle the job yourself 3.2 Conclusion on Internship This internship has opened up a lot of things for me Internship gave me the opportunity to observe the company's reports and documents in practice and try to make those documents I have acquired basic knowledge about marine service as well as improved my skills in searching documents and information During the practice and collide with practice; students should also be flexible in how they receive information In addition to self-search materials on the Internet or in books, we can still get more information through observations and learn from staff at the internship facility I have had useful experiences for myself That is the luggage, the stepping stone for future work I learned a lot of practical knowledge related to marine service Thereby, to better understand the theories learned in the lecture halls and have a certain orientation for their career in the future In addition, in-depth knowledge of marine service is also introduced in the easiest way for me to get a realistic view of the vibrant and potential integration market of the country This internship is also a special internship due to the Covid-19 epidemic Due to the limited number of people in a room, my internship time was limited due to the epidemic Face-to-face communication is also very limited, so it partly affects my knowledge and results of the report However, this epidemic also helped me to experience the online internship for the first time, communicating indirectly with the staff in that department Therefore, I find that my knowledge of crew recruitment is not deep The internship period at the company helped me learn new knowledge and apply the knowledge learned at school in practice Being guided and taught, being able to directly observe the actual process of performing the operation has created conditions to help me better understand the operation of export dry cargo ships Although facing difficulties due to limited knowledge and experience, with the enthusiastic and open guidance of the brothers and sisters in the company, I have accumulated a lot of professional and practical knowledge to supplement and Tran Thanh Tien-80025 Page 20 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY improve knowledge to complete this report These will be great and extremely valuable lessons for me in the future Finally, I would also like to thank my instructor Pham Van Huy for helping me complete this report I also would like to thank the enthusiastic support of the leadership and staff of Nhat Viet Marine Services Joint Stock Company for providing data for me to complete this report This report has a lot of mistakes, but I hope the teachers will give me suggestions to help me better in the next ones Thank you very much! Tran Thanh Tien-80025 Page 21 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY REFERENCE Recuitment and trainning crewseafarer document 2019 Available from: http://nhatvietjsc.com/ Lao động bảo hiểm 2018, hợp đồng lao động thuyền viên Retrieved from: https://luathuythanh.vn/vn/dich-vu/phap-luat-lao-dongbao-hiem/hop-dong-lao-dong-cua-thuyen-vien/3-38c694-html.html Tong.V.B (2010), Pháp luật lao động Việt Nam thuyền viên làm việc tàu vận tải biển nước ngoài, thực trạng giải pháp, Luận văn Thạc sĩ ngành Luật Quốc tế, Khoa Luật-ĐH Quốc gia Hà Nội, tr.86 Tran Thanh Tien-80025 Page 22 STUDY ON SEAFARER RECUITMENT PROCESS AT NHAT VIET MARINE JOINT STOCK COMPANY APPENDICES Appendix List of required certificates of seafarers Appendix Certificate of professional training Appendix Test and interview results evaluation form Appendix : Seafarer Employment Agreement Appendix 5: Seafarer record sheet Tran Thanh Tien-80025 Page 23